Minutes of the Southern Photographic Federation
Quarterly Meeting No.158
20th May 2004
Peter Symonds College.Winchester

Apologies. T. Muston, Aldershot & Farnham CC, Chichester CC, Farnborough CC, Haslemere CC, Marwell Zoo PG.

• Present. Alton CC, Andover Split Image PS, Arena, Bournemouth PS, Bracknell CC, Burghfield CC, E. Berkshire PS, Fordingbridge CC, GEMS PS, Gibraltar PS, Gosport CC, Havant CC, Highcliffe & Infinity CC, Horndean CC, Jersey PC, Locksheath & Sarisbury CC, Ordnance Survey PS, Petersfield PS, Poole & District CC, Prism PC, Salisbury CC, Southampton CC, S. Reading CC, Spectrum, Steyning CC, Viewfinders of Romsey CC, Winchester PS, Wonston & Worthys Cc, Woolston CC, Yateley CC.
  
  
• Minutes. Those of meeting 157 held on 18 th Feb.2004 approved and signed.
  
  
• Matters Arising. Nothing to report.
  
  
• President's Report . In first year she had visited many clubs – they were varied, enjoyable and diverse, some had increasing membership. Digital cameras, being new technology, are a challenge to both Federation and clubs. Council has tried to respond to Feds needs. One has been the Roll of Honour, another because of success of earlier one, further Judging Workshop planned for October. Tried to identify problem areas - communication seems to be most difficult – average club member knows very little of Federation activities, so does not participate. Because of high postage costs most info. sent to Clubs by e-mail. Also all shown on SPF website, so this will be major source of communication. To help club officials carry out duties more efficiently and improve communications, job descriptions have been published on web. Anything interesting from Clubs can be put there too.
  An online competition was held to encourage members to view – 50 images entered – judged by Bryan Powell. Winner
  Bruce Collins, Bracknell CC with 'Stepping Up', 2 nd Peter Read, Salisbury CC with 'String Players', 3 rd Peter Handford
  Bracknell CC with 'Face in the Window. All entries watermarked to prevent copying.
  Print Championship in January was new venture by Federation. President thanked David Toft and Ordnance Survey
           PS for organising event and SDIG for the use of their equipment.
           It had been a full year – the Council hope to keep in touch, respond to needs as they arise and anticipate requirements.
  
  
• Treasurer's Report. Present financial situation: Cash £31.23. Current account £734.08 Deposit Account £2954.67. The year ended with 67 member clubs. 55 have taken out PAGB P/L insurance. Of remaining clubs, 3 have declared alternative P/L insurance. Remainder have not shown they have adequate insurance, so unless they show otherwise, in new Handbook will be shown as uninsured, so visiting clubs, judges and lecturers need to be aware of this.
  Treasurer has received letter from David Marsh, PAGB insurance liaison officer, regarding minors and vulnerable adults in Clubs. Parent must accompany minors and school visits by at least one teacher who remains there for whole
           Period. There is provision for unsupervised minors – anyone with specific query please contact David Marsh or Norris's
           Leo mentioned an additional element, not covered by P/L insurance i.e. corruption of minds of minors, when say present at model evenings.
  Treasurer presented the accounts for y.e.31.3.04. Expenditure costs continue to rise, biggest being cost of
  Handbook, previously done by Pat Christiansen. He thanked Liz Whitemore for auditing the books & producing
  The accounts. Suggestion from floor that Clubs receiving all info. Electronically, should pay reduced subs. Treasurer
  queried whether it could be justified - time factor was prime inconvenience involved. Matter will be discussed by
  Council. In 2003/4 over £100 had been spent on postage for PAGB Handbooks. This occurs only every other year. A
  further suggestion was made that Council should consider buying a Bond to attract higher int. Rate. He had received
  £107.20, profit from sale of print boxes. Next order by 4.10.04, with delivery at Dec. meeting, price £14.50 unchanged
  for standard size. Website will have details. Jennie Pearson, Alton CC thanked for undertaking this.
  The Treasurer proposed an increase in subs. in line with previous year of approx 5%. - it would be kept under review.
  
  

  Up to 25 members		£41.40
  	26 - 50	55.00
  	51 - 75	70.00
  	Over 75 members	85.00

  
  The Council had agreed that, as last year, the levy for late payment of subs (after 31.10.04) would be £5.
  George Walsh seconded the Treasurer's proposal. Proposal carried.
  Forms would be distributed at end of meeting for payment of subs.
  The Treasurer proposed that the audited accounts should be accepted. Seconded by B. Spibey. Proposal carried.
  Query was raised regarding date on which Club membership for SPF subs. calculated. At present it is membership at
  Club AGM prior to SPF AGM. Insurance was another consideration, so Clubs need to be aware of discrepancies in
  nos., should any claim arise? A 'No Claim Bonus' suggestion was made from floor. SPF already part of PAGB scheme
  so rate already extremely low. New regulations next year will prohibit this anyway.
  
  
• Secretary's Report. All information received was published in Newsletter. Isle of Wight clubs would be having Exhibiton
  At Dimbola Lodge.
  
  
• Roll of Honour Officer's Report. Now have complete details of records etc. since 1963 both on hard copy and disk
  Ernie Fulbrook also has full details on disk as backup. In January because PAGB were tightening rules on the award of
  APAGB, we now have our own Roll of Honour, for members who work hard both for own club and Federation. Since
  four were approved in February, further five now. Award certificates were then presented by the President to Jim and
  Janice Mansfield, Bob Elliott, and Laurie Jenkins, all of Southampton CC and Liz Whitemore of Viewfinders.
  
  
• Competition Secretary's' Report - League. Entry forms to show details of work, now being distributed. It was asked whether window for round 3 could be extended, as Jan. was busy month, with Exhibition, print/Slide Champ. and League. After discussion, agreed for Council to consider. D. Rigg apologised, because of late rearrangement, in two leagues club position not changed as arranged. Will deal with this next time, as well as hosting problems of some clubs. Print Championship. Next Print Championship will be in 2006, when a new host club will be needed. Event in Jan. 2004, when OS were hosts was financially viable for them as they took raffle profit. Slide Championship will be hosted at Copythorne Hall on 30 th Jan. 2005 by Fordingbridge CC. Final date for clubs to enter will be 30 th Sept. 2004 – completed entry forms and money to Jon Mitchell – max. no of clubs will be 30. Rules, revised in 2003, on reverse.
  
  
• Exhibition Secretary's Report. So far, 33 clubs entered for prints (4 more can be taken) and 29 for slides – no upper limit. Closing date for entries is 30 th August 2004, after which further forms will then be issued for Clubs to complete. judging will be at Sparsholt on 12 th Dec. Judge not yet booked. Hanging details in Exposure. Stewards will be needed, especially on Tuesdays and Saturdays. Details also in exposure of Clubs booked so far to project slides. Federation divided north/south this time to make transport of work easier. Suggestion made by P. Read that slides could be copied to make Club viewing easier. As he had materials available offered to do this for free. Council to consider.
  
  
• PAGB Exhibition Secretary's Report. Entries from SPF accepted for 2003 PAGB Print Exhibition were disappointing with only 1 mono and 6 colour. In slides we did much better with 1/3 rd accepted. Maurice Pugh received a Selector's Ribbon. Entries would be selected next week for 2004 Print Exhibition. The Exhibition would be shown at Harrow in July. Slide Exhibition would be in SPF area in December. Anne asked for volunteer to take over this position in 2005, initially shadowing her until then. All details etc. now on computer, enabling forms to be produced.
  
  
• Publicity Secretary. Until he took over job in 2003, David Kessel unaware of problems – 'big boys' very difficult to pin down. Advertising value sold in Exhibiton Catalogue worth £130 (goods & cash). Working now on Handbook, 2005 Exhibiton, Semis and League Finals. Any contacts/ideas to him please.
  
  
• Newsletter Editor. In his absence latest copies of Exposure available for distribution. PLEASE ensure everyone reads it.
  
  
• Handbook Secretary's Report. Latest date for details for new handbook now 11 th JULY – NO LATER! Because of difficulties in creating accurate new database – inaccurate info. from clubs & double-checking not possible at that stage - many errors in 2003/4 Handbook. Will be completely reprinted for 2004/5 with correct info. Thereafter, alterations only for changes in Club officials, so printing costs will then come down. All info. is now backed up on disk, with spare copy held by George.
  
  
• Webmaster's Report. Responses to web page last month were 13800, increasing most months. Front page redesigned. Enquired whether menu worked. Need for it to kept up to date. New info. from Clubs always wanted.
  
  15a Judging Secretary's Report. The new judges appointed following Judging Workshop listed in Exposure, together
  with upgrades. He thanked Fiona and Barry Senior, organisers of workshop held in March. Because of interest
  shown there would be another workshop on October 10 th at Valley Park Community Centre, Chandlersford - informal
  group sessions only, and no formal assessments until next February. Should candidate wish to specialise in either
  nature, record or AV, a different asst. would be necessary.
  
  
• PAGB Executive Member's Report. At recent PAGB AGM, four J.S. Lancaster Medals awarded to Alan Millward,
  I r ene Froy, Bob Moore, and Jane Black. Finances still running in deficit, so subs. will be increased by £1 to £23. For
  this year only, amount put into FIAP Biennial fund from sub. will be reduced to £1 from £2. Numerous changes in
  other Fed. reps. and sub committees.
  Revised qualifying criteria for APAGB awards approved at APAGB AGM. Will not be fully implemented until new
  PAGB Handbook issued.
  Four SPF members achieved CPAGB at recent assessment weekend. 25 applications for next one in Nov. already. All
  applications MUST go through Leo.
  RPS web site address changed to www.rps.org. Clubs wishing to obtain funds for special projects should see Voluntary
  Arts Network literature. Details on www.voluntaryarts.org. Further site to view www.professional4free.org.
  Clubs running PAGB sponsored Exhibitions need to be aware that Ivor Mitchell, from Midlands, despite being banned
  is still attempting to enter FIAP Exhibitions. abroad.
  In reply to enquiry, PAGB have not raised mileage rate, but judges, lecturers can in view of rise in car fuel costs allow
  for this.
  
  
• Election of Officers. It was proposed that all existing Council officers and position holders be elected again 'en bloc'.
  This was passed unanimously. More Council members needed, especially those with experience particularly Vice
  President – it may be necessary to co-opt onto Council. Liz Whitemore was re-elected auditor – proposed Anne,
  seconded Jon Mitchell.
  Anne thanked all existing Council officers and non-Council members for work done on behalf of the Federation
  during the past year.
  
  
• Any Other Business. A vote of thanks was given to Jennie Pearson, for the work done in organising sale of print
  boxes.
  
  The meeting closed at 9.55pm.
  
  Next Quarterly Meeting No. 159 will be held at Peter Symonds College, Winchester on Friday Sept. 17 th 2004 at 7.45pm .
  
  
  
  EW. 22.5.04